Bulletin:  Improvement to Managing Financial Authority Assignments (Posted October 26, 2015)

As you know, it is critical that staff responsible for granting authority to others, update those authority privileges when employee's responsibilities change. While Authority Manager automatically revokes an individual's assigned authorities upon termination, until recently, all other changes (e.g. organization or department changes, position changes, status of "on leave," etc.) required manual revocation and re-granting of authority, as necessary.

Good News!

In addition to automatically revoking an individual's assigned authority upon termination, Authority Manager has been updated to also automatically revoke an individual's assigned financial authority in the event that the individual transfers to a new budget unit (i.e., level 2 orgs in the hierarchy).

How Transfer Revocation Will Work

Triggers:

Auto revocation will be triggered when:

  • an HR entry in PeopleSoft occurs with an Action code of XFR (Change Position Number) or DTA (Change Job Assignment), and
  • the Budget Unit on the employee's new row in PeopleSoft is different from the Budget Unit on the employee's previous row.

Timing of Revocation:

PeopleSoft contains both an 'Effective Date' and an 'Action Date' on any row / transaction. Revocation will be based on the 'Effective Date' of the change. When revocation occurs, only privileges which were granted prior to the 'Effective Date' of the move in PeopleSoft will be considered. In other words, if an employee changes budget units effective 7/1/15, only privileges granted 6/30/15 or earlier will be revoked.

Privileges to be Revoked:

This change applies only to financial system privileges in Authority Manager, which include:

  • All privileges under the "Financial System" heading, and
  • All privileges under the "Enterprise Reporting" heading which relate to financial reports (e.g., Financial Reporting, Oracle Financials, etc)

Exclusions:

Auto revocation will not apply to:

  • anyone who has another active assignment in PeopleSoft, in addition to the one being transferred (i.e., anyone with multiple jobs), or
  • any privileges which have an existing end date in Authority Manager.

Reinstating Authority Privileges:

If there are certain privileges that an authority grantor wants to give back to an employee who has transferred across budget units, they can either:

  • Go to the Recently Revoked tab in Authority Manager and restore the privilege(s), or
  • Manually re-grant the privilege.

Questions?

For specific questions, contact Jamie Lutton, Director of Systems Architecture and Planning, Financial Management Services (FMS).

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